Operations Disbursement and Admin Controller M/F

General information

Africa Global Logistics Namibia offers of logistics solutions in all sectors of activities that govern economic life in this country. For 14 years, through our multimodal logistics solutions (clearing and forwarding, transport, warehousing, vessel agency & husbandry) we have been modifying our know-how in the service of socio-economic development in “name of the country”. Thanks to the synergy of our means, we take an active part in major development projects in the African region. Thanks to investments in equipment and innovations, our teams are committed to offering tailor-made logistics solutions that meet the specific needs of our customers.

Job description

Job Title

• FREIGHT FORWARDING OPERATIONS
• Operations Disbursement and Admin Controller M/F
• Contract Type: PERMANENT
• Job

Location

Africa, Namibia, WALVIS BAY

• Working Hours: Full time
• Mission Description

Job Purpose: The Operations Disbursement & Administration Controller is responsible for managing operational disbursements, supplier invoice verification, cost tracking, and administrative processes to ensure accuracy, compliance, and timely processing. The role supports effective cost control, document management, and reporting while providing administrative support to Operations, Finance, suppliers, customers, and other stakeholders.

Key Responsibilities

• Operational Disbursement & Cost Control

• Manage operational disbursement requests and supporting documentation.

• Verify accuracy, completeness, approvals, and compliance of disbursement records.

• Maintain cost trackers and monitor outstanding disbursement items.

• Identify cost variances, discrepancies, and control weaknesses.

• Ensure all operational expenses are appropriately documented and approved.

• Supplier Invoice Verification

• Review and validate supplier invoices for accuracy and compliance.

• Verify supplier details, pricing, quantities, purchase orders, and approvals.

• Investigate and resolve disputed, incorrect, or duplicate invoices.

• Ensure timely processing of invoices to support payment schedules.

• Administrative & Document Management

• Coordinate the dispatching of approved customer and supplier invoices.

• Maintain accurate records of documentation and outstanding actions.

• Manage document flow between Operations, Finance, customers, and suppliers.

• Support administrative processes and continuous improvement initiatives.

• Reporting, Compliance & Stakeholder Support

• Prepare reports on operational costs, disbursements, invoices, and exceptions.

• Maintain audit-ready records and ensure compliance with company policies and internal controls.

• Provide guidance to operational teams on documentation and approval requirements.

• Escalate significant discrepancies, supplier issues, or control concerns to management.

• Assist in developing and standardizing procedures, checklists, and controls

• Profile

• Diploma in Accounting, Finance, Business Administration or a related field is required.

• Three (3) years' experience in accounts payable, operational finance, disbursements, invoicing or logistics administration.

• Experience working with supplier invoices, purchase orders and cost controls is advantageous.

• Strong numerical, analytical and reconciliation skills with excellent attention to detail.

• Able to work under pressure and meet strict operational and financial deadlines.

• Strong organizational, communication and stakeholder-management skills.

• Proficiency in MS Office, particularly Excel, and experience in operational/financial systems is advantageous.